Admin Assistant to Associate Vice-President

Position: Admin Assistant to the Associate Vice-President
Location: Victoria

Overview   Mandate :
To support the smooth and efficient functioning of the office by managing the AVP’s and senior leaders’ schedules, coordinating communications, and facilitating administrative operations. The role acts as a point of contact between the AVP and other university staff, faculty, external stakeholders, and partners. Building and maintaining positive relationships is crucial.
Responsibilities   Provide administrative support to the Associate Vice-President
Deliver administrative functions of the office
Coordinate key priorities including leadership retreats and planning initiatives, committee logistics, key professional development events, staff engagement events, and staff orientation programs
Coordinate administrative support meetings and shared projects/initiatives
Our normal business hours are 8:30 AM to 4:30 PM. This position may be required to provide off-hours support on an emergency or pre-scheduled basis.
Qualifications   Equivalent to at least 3 years of office experience working within a complex organization and with senior leader(s)
Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment
Strong written and verbal communication skills for effective communication with students, faculty, staff, and external partners
Strong time-management skills and an ability to manage calendars, schedule appointments, coordinate meetings, and keep track of various tasks
Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and an aptitude for learning new software and systems
Attention to detail for accurate documentation, record-keeping, and maintaining the integrity of communications and information
Ability to refine and develop office processes
Interpersonal skills to interact with diverse populations of students, staff, and faculty
Flexible team player, willing to adapt to changes and challenges
Ability to maintain confidentiality of information related to the organization and its employees

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